PearsonAccess Next User Guide for the ACT - Spring

PearsonAccess Next User Guide for the ACT Spring

| Contents | ii

Contents

Getting Started.......................................................................................................... 4

Organizational Hierarchies....................................................................................................................................4 Gaining Access to PearsonAccess Next ...............................................................................................................4 Log In to PearsonAccess Next.............................................................................................................................. 4 Recover Your PearsonAccess Next Username......................................................................................................4 Reset Your PearsonAccess Next Password........................................................................................................... 4 The Home Screen.................................................................................................................................................. 5 Search for an Organization....................................................................................................................................5

Test Coordinator Responsibilities within PearsonAccess Next.............................5

School Test Coordinator Responsibilities within PearsonAccess Next................................................................ 5 District Test Coordinator Responsibilities within PearsonAccess Next............................................................... 6

Managing Participation............................................................................................ 6

Submit Participation Data..................................................................................................................................... 6

Managing Contact and User Account Information............................................... 8

Contacts versus Users............................................................................................................................................8 Who Manages Contact Details and Creates User Accounts..................................................................................8 Managing School Test Coordinator Changes........................................................................................................8 Change the School Test Coordinator Contact Details........................................................................................... 8 Create a User Account...........................................................................................................................................9 Edit the Data of an Existing User..........................................................................................................................9 Delete or Restore a User Account......................................................................................................................... 9

Managing Test Materials........................................................................................ 10

Materials for Testing Overview...........................................................................................................................10 Verify the Shipping Address................................................................................................................................10 Update the Shipping Address.............................................................................................................................. 11 Enrollment Determines Quantity of Test Materials.............................................................................................11 Materials for Accommodations and Supports Authorized by ACT.................................................................... 11 Verify Enrollment for Test Materials...................................................................................................................11 Materials for Non-College Reportable Accommodations Authorized by the Test Coordinator......................... 11 Materials Available for NCR...............................................................................................................................12 Requirements for Additional Materials Orders................................................................................................... 12 Materials Available in Initial Standard Time Kits...............................................................................................12 Materials Included in Makeup Kits..................................................................................................................... 12 Materials Available in Emergency Kits...............................................................................................................13 Order Materials....................................................................................................................................................13 View Status and Shipment Information...............................................................................................................14

Managing Examinee Information..........................................................................14

Change an Examinee's Grade Level and Other Identifying Information............................................................14 Submit a Request to Enroll or Unenroll an Examinee........................................................................................ 15

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Find the Student Code......................................................................................................................................... 16 Find the State Student ID.................................................................................................................................... 16

Accessing Reports....................................................................................................16

Using Operational Reports.................................................................................................................................. 16 Run the Accommodations and Supports Roster or Other Operational Reports.................................................. 17 Download Published Reports.............................................................................................................................. 18

| Getting Started | 4

Getting Started

PearsonAccessnext is the web system in which the school test coordinator or district test coordinator manages data for testing.

Organizational Hierarchies

In PearsonAccessnext, organizations exist in a specific hierarchy (e.g., state>district>school). You can view your own organization and others below you in the hierarchy.

Gaining Access to PearsonAccess Next

ACT creates user accounts in PearsonAccessnext for new test coordinators. The test coordinators receive an account set up email from NoReplyTestAdmin@ and follow the instructions in the email to set up a password and log in to the system. Whitelist NoReplyTestAdmin@ to ensure the account set up email is received. Once an account is created, the system can be accessed for future test administrations. Forgotten usernames and/or passwords may be reset by using the Forgot Username and Forgot Password links at the sign in screen of the system.

Log In to PearsonAccess Next

1. Go to . 2. Select the Sign In button near the top right of the screen.

The login page appears. 3. Enter your username and password, and select the Login button.

Recover Your PearsonAccess Next Username

1. Go to . 2. Select the Forgot Username link at the right side of the screen. 3. Enter your email and select the Request Recovery Email button.

A Changes saved message appears. You will receive an email with your username.

Reset Your PearsonAccess Next Password

1. Go to . 2. Select the Forgot Password link at the right side of the screen. 3. Enter your username and email and select the Request Password Reset button.

A Changes saved message appears. You will receive an email with instructions on resetting your password. 4. Follow the instructions in the email to reset your password.

| Test Coordinator Responsibilities within PearsonAccess Next | 5

The Home Screen

The PearsonAccessnext home screen contains navigation icons at the top left, and administration, organization, and user account information at the top right of the screen.

Navigation icons on the left side of the screen include: ? Setup: used to navigate to options such as Organizations, Users, and Students ? Testing: used only for online testing ? Reports: used to run Operational and download Published Reports ? Support: used for Enroll/Unenroll requests The drop-down menus on the right side of the screen include: ? Administration information: ACT (the company), the product, season, and year ? School or district name, also referred to as organization, and the ACT high school or district code ? User account icon: used to access your account information and sign out of the system

Search for an Organization

1. After logging in to PearsonAccessnext, go to the organizations drop-down at the top right of the screen and type an organization within your hierarchy.

2. Select the appropriate organization (school or district) from the list.

Test Coordinator Responsibilities within PearsonAccess Next

An overview of test coordinator responsibilities within PearsonAccessnext.

School Test Coordinator Responsibilities within PearsonAccess Next

The school test coordinator is expected to perform the following activities in PearsonAccessnext: ? Manage participation ? Manage user accounts for testing staff ? Manage test materials

? Order test materials, as needed ? View shipment information ? Manage examinee information

| Managing Participation | 6

? Run reports Note: District test coordinators can perform the same activities as school test coordinators. They can view data for all schools within the district, and may assume responsibility for completing activities for a school, if needed.

District Test Coordinator Responsibilities within PearsonAccess Next

The district test coordinator is expected to perform the following activities in PearsonAccessnext: ? Import student data files (This is limited to specific contracts.) ? Replace the school test coordinator, as needed ? Keep the school test coordinator contact information and user account up-to-date throughout the testing cycle ? View data for all schools within the district ? Assume responsibility for completing activities for a school test coordinator, if needed

Managing Participation

Submitting participation information for your school in PearsonAccessnext communicates whether you are or are not testing, and if you are testing, when you plan to test, and when you are able to receive test materials.

Submit Participation Data

Complete these steps in PearsonAccessnext to manage participation for each school. Repeat the steps to view and edit participation data. If you are a district test coordinator completing this on behalf of a school test coordinator, be careful to select the school, not the district. 1. Select the product and organization from the drop-downs at the top right side of the screen. 2. Select the Setup icon, then Organizations. 3. Depending on your user level, take one of the following steps.

? If you are a district test coordinator, select the drop-down on the Search button, then Show all results to see a list of organizations.

? If you are a school test coordinator, your organization should be on your screen. Continue to step 4 on page 6.

4. Select the box beside the school(s) you wish to update. 5. Select the drop-down on the Start button, then Test Administration.

The Manage Participation screen appears. 6. Take one of these steps.

? If you are a district test coordinator and selected more than one school, select a school from the list of Organizations on the left to view the Participation Details for that school.

? If you are a district test coordinator and selected one school, it should be on your screen. Continue to step 7 on page 6.

? If you are a school test coordinator, your organization should be on your screen. Continue to step 7 on page 6.

7. Complete participation information. ? If the school is participating in testing, continue to step 8 on page 7. ? If the school is not participating, scroll down the screen to complete the Not Participating section. Select one of the reasons using the drop-down under Indicate Reason for Not Participating. If none of these reasons

| Managing Participation | 7

apply, select Other and complete the Other Reason for Not Participating field. Then skip to step 11 on page 7.

Note: If you complete the Not Participating section, you will not receive test materials.

8. Select standard time paper testing information.

a) Use the drop-down under Select Paper Initial Standard Time Test Date to select the date you plan to test or to select Not Applicable.

b) Use the drop-down under Select Materials Receipt Date--Paper Initial Standard Time to select the week in which you can receive test materials. This field is required even if the test date selection is Not Applicable.

If you selected the first test date listed in the drop-down under Select Paper Initial Standard Time Test Date, you must select the first or second date in the drop-down under Select Materials Receipt Date--Paper Initial Standard Time. If you selected the second test date listed, select any of the four dates to receive materials.

9. Select accommodations paper testing information.

a) Use the drop-down under Select Paper Initial Accommodations Test Window Start Date to select the first day of your accommodations and/or supports testing window. If you do not plan to test examinees with accommodations and/or supports, select the same date that was selected under Select Paper Initial Standard Time Test Date.

b) Use the drop-down under Select Materials Receipt Date--Paper Initial Accommodations to select the week in which you can receive test materials.

If you selected the first test date listed in the drop-down under Select Paper Initial Accommodations Test Window Start Date, you must select the first or second date in the drop-down under Select Materials Receipt Date--Paper Initial Accommodations. If you selected the second test date listed, select any of the four dates to receive materials.

Important: If you chose the first date in the drop-down under Select Paper Initial Standard Time Test Date and/or Select Paper Initial Accommodations Test Window Start Date, the shipment will contain both nonsecure (e.g., administration manuals, answer documents, and barcode labels) and secure test materials (e.g., test booklets and alternate formats). If you chose the second test date, you will only receive non-secure materials at this time. Secure materials will arrive a week prior to the selected test date and/or start of the testing window. Additionally, if the selected materials receipt dates are not the same, non-secure materials will arrive based on the earliest materials receipt date selected.

10. Select standard time and accommodations online testing information.

a) Use the drop-down under Select Online Test Window Start Date to select the first day of your online testing window or to select Not Applicable if you will not be testing online.

b) Use the drop-down under Select Materials Receipt Date--Online to select the week in which you can receive test materials. This field is NOT required if the test date selection is Not Applicable.

If you selected the first test date listed in the drop-down under Select Online Test Window Start Date, you must select the first or second date in the drop-down under Select Materials Receipt Date--Online. If you selected the second test date listed, select any of the four dates to receive materials.

11. Select the Save button. A Changes saved message appears.

12. Use the following instructions to determine your next step.

? If you are a school test coordinator, continue to step 13 on page 7. Then, repeat these steps if you manage participation for more than one organization.

? If you are a district test coordinator, you can skip back to step 6 on page 6 to submit participation data for additional organizations before continuing to step 13 on page 7.

13. Select the Exit Tasks button.

| Managing Contact and User Account Information | 8

Managing Contact and User Account Information

An overview of user accounts contact information.

Contacts versus Users

In PearsonAccessnext, a "contact" is a person who ACT communicates with regarding testing deadlines, dates, policies, and activities to complete. A "user" is a person who can perform activities and tasks within the system. Note: District and school test coordinators need to keep both their contact details and user account information up-todate. Contact details and user accounts are stored and updated in different areas of the system.

Who Manages Contact Details and Creates User Accounts

? State test coordinators manage district and school test coordinator contact information and user accounts. ? District test coordinators manage school test coordinator contact information and user accounts. ? School test coordinators manage room supervisor and technical coordinator user accounts for online testing.

Managing School Test Coordinator Changes

The district test coordinator must do three things in PearsonAccessnext to change a school test coordinator. 1. Update the school test coordinator's contact information with the new school test coordinator's information. 2. Create a user account for the new school test coordinator. 3. Delete the previous school test coordinator's user account.

Change the School Test Coordinator Contact Details

Any changes to the school test coordinator's contact details are completed by the district test coordinator in PearsonAccessnext. 1. Select the Setup icon then Organizations.

The Organizations screen appears. 2. Select the drop-down on the Search button, then Show all results.

Organizations in your hierarchy appear on the screen. 3. Select the box beside the organization(s) to view. 4. Select the drop-down on the Start button, then Manage Contacts.

The Manage Contacts screen appears and Contact Details are visible for the selected school(s) listed on the left. 5. Select Test Coordinator below the school name under Contacts if it is not already selected by default. 6. Update contact fields as needed. When updating the test coordinator name, enter the first and last name separated

by a space without titles or suffixes. 7. Select the Save button.

A Changes saved message appears. 8. Repeat steps 5 on page 8 through 7 on page 8 to update test coordinator contact information for other schools if

applicable. 9. Select the Exit Tasks button. If the school test coordinator changed, create a user account for the new school test coordinator and delete the previous school test coordinator's account.

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